MINUTES OF A MEETING OF THE FINANCE AND AUDIT COMMITTEE

HELD ON 10th JANUARY 2011, 7:30PM AT THE KINGS HILL COMMUNITY CENTRE

Present: Cllr S Woodcock (Chair)

Cllr S Barker

Cllr D Waller

Apologies: Cllr A Petty

Also in attendance: Helen Munro (Clerk & RFO)

FA 10/0318  / To receive Apologies for Absence
Apologies were received from Cllr Petty with a reason for his absence which was accepted.
FA 10/0319  / To receive Declarations of Interest and lobbying There were none
FA 10/0320  / Minutes
The minutes of the meeting held on 6th December 2010 were approved and signed.
FA 10/0321  / Matters arising from the Minutes not otherwise on the agenda
FA10/172 – investigation into using alternative banks
Many of the high street banks did not offer free community banking to organisation with a turnover over £100,000. The RFO would continue to investigate other banks. / RFO
FA10/274 – Try Angle Awards – further information
Further information was supplied and discussed. It was agreed that the payment of a donation of £75 should be recommended to Full Council for payment. The RFO was asked to ensure that KHPC be informed of the winners of the awards. / Full Council
RFO
FA10/275 – Summer Playscheme – further information
Further information was supplied and discussed. It was agreed that the payment of a donation of £214.11 should be recommended to Full Council for payment. The RFO was asked to get numbers of residents from Kings Hill that attended the playscheme last year.
The RFO was also asked to ascertain why consideration has not been given to holding the playscheme at the Kings Hill Community Centre. / Full Council
RFO
RFO
FA10/301 – Kings Hill & Larkfield Community First Responders (KH&L CFR) – to report approval from Full Council
Full Council approved the F&A committee’s recommendation to fund room hire to March 2012 for their monthly training. The KH&L CFR were also meeting with East Malling and Larkfield Parish Council later that month to request support from them.
FA 10/0322  / Chairman’s Announcements – to receive announcements
The Chair requested that once new councillors had been co-opted, new members needed to be added to the committee to ensure it remained quorate.
As there were no members of the public the meeting was not adjourned.
To receive the Responsible Financial Officer’s report
FA 10/0323  / Community Centre Lease – to receive update on progress
The RFO reported that there was one item outstanding for Estate Management fees. She would contact Gullands for an update for the Full Council meeting. / RFO
FA 10/0324  / Underletting to the Pre-school – to receive update on progress
The RFO was due to meet with the Chair of the Pre-school to ascertain their concerns about the sub-lease later that week. These concerns had been raised with their solicitor so these should also be forwarded to Gullands for their advice. / RFO
FA 10/0325  / Occupational Licence 2010-2013 Youth Club – to receive update on progress
The Finance Directors of Liberty needed to amend the licence prior to sending it to KHPC. The RFO would continue to chase this item. / RFO
FA 10/0326  / Bank Accounts – to review bank accounts and the use of BACS
Details of the new payments code, Managing money: proper practices, was circulated and discussed. This was currently a consultation document. The RFO would advise members of progress. / RFO
FA 10/0327  / Budget – to report approval of final budget by Full Council
Noted
FA 10/0328  / Precept – to report approval of precept request by Full Council
Noted. The RFO would sign the form and return it to TMBC. / RFO
FA 10/0329  / To report outcome of consultation on Local referendums to veto excessive council tax increases
It was reported that no changes to parish council spending had been made.
FA 10/0330  / To report future requirement to publish expenditure over £500
The RFO was asked to find out more information from KALS and SLCC. / RFO
FA 10/0331  / To review donations and grants payable to date in 2010/11
The report was circulated and reviewed.
Review of Financial Regulations
FA 10/0332  / To consider reviewing and updating the Financial Regulations
The current regulations were circulated. It was agreed that the RFO amend them initially and email the first draft to the committee for further review. / RFO
Review of Risk Assessment
FA 10/0333  / To consider reviewing and updating the Council’s Risk Assessment
The draft Parish Council risk assessment was circulated and discussed in detail. The RFO was asked to ascertain certain legislative requirements and report back at the next F&A meeting.
The draft Community Centre Risk assessment was circulated and discussed in detail. The RFO was asked to liaise with the Community Centre Committee and Manager to clarify certain matters and submit to the Community Centre Committee for further review. / RFO
RFO/ CC Mgr
Financial Matters – to present reports to members for review
FA 10/0334  / Accounts for Payment – January 2011 – the accounts for payment totalling £6,876.78 were circulated and approved. A list of cheques is attached to the minutes in appendix 1.
The RFO reported that approval lists for Standing Orders and Direct Debits would be circulated to the F&A committee for review and approval on a monthly basis.
FA 10/0335  / Financial Statement – December 2010
The statements were circulated and discussed in detail. The RFO and Community Centre Manager were asked to calculate how many hours hire the current income worked out as. / RFO/ CC Mgr
FA 10/0336  / Reserve Account – December 2010
The reserve account spreadsheet was circulated and reviewed. The RFO was asked to recalculate the Commuted sum to include all spending on the Anson Avenue Playground and Green spaces to date. / RFO
FA 10/0337  / Verification of Bank Accounts – December 2010
The following bank balances as at 31 December 2010 were verified by Cllrs Woodcock and Barker:
Kings Hill Community Centre Current Account £6,041.61
Kings Hill Parish Council Current Account £103,624.19
Kings Hill Parish Council Deposit Account £125,446.34
Review of Full Council Minutes for December 2010 - for matters relating to the Finance and Audit Committee not elsewhere on the agenda
FA 10/0338  / FC10/797 – the budget for 2011/12 was approved – noted
FA 10/0339  / FC10/804 – approval of amended hire charges for the Community Centre – noted
FA 10/0340  / To report meetings held with Representatives of F&A Committee since the last Finance and Audit committee meeting
There were none
To report future meetings held with Representatives of F&A Committee
FA 10/0341  / 10/02/2010 – Interim Internal Audit – Kevin Funnel – noted
Correspondence
FA 10/0342  / TMBC – details of Precepts, Tax Base and Scheme of Financial Arrangements – noted
FA 10/0343  / KCC – Inside Track – issue 176 – 21/12/2010 – noted
FA 10/0344  / KCC – Inside Track – issue 177 – 07/01/2011 – noted
FA 10/0345  / SLCC – Kent Branch Newsletter – noted
FA 10/0346  / Santander – changes to bank account – noted
FA 10/0347  / Future Meeting Schedule – 7th February 2011
Cllr Woodcock gave her apologies as she would be unavailable to attend the meeting.
FA 10/0348  / Questions from Members of the Public and Councillors
Cllr Barker asked for more information about the “New homes bonus” that would be paid to borough councils. / RFO
The Meeting closed at 21:11
Signed......
Date......

APPENDIX 1

Kings Hill Parish Council

Expenditure transactions - approval list Start of year 01/04/10

Tn no / Chq No / Gross / Vat / Net / Invoice Date / Details / Cheque Total
492 / 301985 / £57.81 / £8.61 / £49.20 / 10/01/11 / Viridor Waste Kent Ltd - Waste / £57.81
1 / £41.83 / £6.23 / £35.60 / CC U042402
2 / £15.98 / £2.38 / £13.60 / CC U042403
493 / 301986 / £2,300.06 / £342.56 / £1,957.50 / 10/01/11 / Liberty Property Trust UK Ltd - Service Charge / £2,300.06
494 / 301987 / £52.86 / £7.88 / £44.98 / 10/01/11 / BT - Telephone / £52.86
1 / £26.43 / £3.94 / £22.49 / CC
2 / £26.43 / £3.94 / £22.49 / FC
491 / 301988 / £4,466.05 / £0.00 / £4,466.05 / 10/01/11 / HM Revenue & Customs- PAYE / £4,466.05
1 / £2,182.84 / £0.00 / £2,182.84 / FC
2 / £1,539.33 / £0.00 / £1,539.33 / CC
3 / £695.60 / £0.00 / £695.60 / CC
4 / £48.28 / £0.00 / £48.28 / CC
Total / £6,876.78 / £359.05 / £6,517.73

Signature______Signature______

Date______

F&A 10/01/2011 Page 347 Signed......